Senior Administrator/Assistant Manager (6-12 month FTC)

Opera; Guernsey (WY); On-site; USD 48,000 - 70,000; Full time

Job summary

Oak delivers private client, corporate and fund administration services through a client-centric approach. The role supports a Private Wealth Team by delivering high-quality client administration across a portfolio of company and trust structures, liaising with the Trust team, clients, and intermediaries.

The role covers all aspects of administering a portfolio of entities, maintaining profiles and risk assessments, overseeing onboarding, and ensuring timely completion of tasks within regulatory

Qualifications

• Minimum 5 GCSEs, English & Maths at grade C or above.
• At least 5 years' experience in an administrative role in fiduciary services.
• Holds a relevant professional qualification (STEP, CGI, ACCA).
• Good understanding of fiduciary services and regulatory requirements.
• Strong IT skills with Outlook, Word and Excel.
• Excellent written and verbal communication skills.

Responsibilities

• Administration of a portfolio of entities including communications with clients and intermediaries; transactional work; payments; document drafting for minutes and resolutions.
• Maintain and build client relationships through quality service.
• Respond to client communications within 24 hours.
• Prepare for and attend client meetings and post-meeting notes.
• Assist Directors with onboarding of new business and termination of outgoing business within 3 months.
• Conduct quarterly reviews of time billed to the portfolio and oversee fee invoicing and collections.
• Provide signatory support and ensure timely completion of tasks.

Skills

Administrative experience

Fiduciary services knowledge

Client relationship skills

Time management

Attention to detail

Communication skills

Proactive/initiative

Education

GCSEs English & Maths (C or above)

Professional qualification (STEP/CGI/ACCA)

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

OAK SUMMARY

Oak offers innovative private client, corporate and fund administration services tailored to our clients' needs. Today, Oak operates across Guernsey, Jersey, Isle of Man, Mauritius and The Bahamas with more than 250 employees administering over $27.5 billion in assets. The group is known for its client-centric approach, commitment to excellence and forward-thinking vision.

Oak is owned by Opera Limited, a new holding company backed by Pula, the family office of Stephen Lansdown, co-founder of Hargreaves Lansdown, along with like-minded shareholders such as Sealyham, the family office of Tom Scott.

Opera has welcomed Accuro, Amber (now Oak Bahamas), HFL, Meritus and Oak into the fold - each one powered by Opera, each one contributing to our shared ambition.

For more information, please visit: https://www.operalimited.com/

JOB SUMMARY

The purpose of the role is to deliver excellent client administration to a portfolio of client trust and company structures and to support the Private Wealth Team as required. The job holder will liaise closely with the Trust team, clients and intermediaries. The role encompasses all aspects of administering a portfolio of company and trust structures.

KEY RESPONSIBILITIES

The post holder will be responsible for:

Client Service & Relationships

• Administration of a portfolio of entities including (but not limited to); e-mail and telephone communication with clients and intermediaries; transactional work; payments; administration of a wide and varied range of asset types; drafting of minutes/resolutions and source documents for presentation by the Team Leader to the Client Committee

• Maintaining and building good relationships with clients and intermediaries through quality service

• Responding to all client communications within 24 hours (including holding replies)

• Preparation for and attendance at virtually held and locally based client meetings and preparation of the post meeting file note

• Assisting the Directors and Senior Management with the on-boarding of new business

• Completion of terminating and outgoing business within 3 months of notification

• A quarterly review of all time billed to their portfolio

• Sending OTGL fee invoices to clients within 2 weeks of being issued by the Finance Team

• Collecting OTGL fees within 1 month of being issued

• Providing a C level signatory

Regulatory & Risk

• Maintaining and updating Client Profiles and Risk Assessments

• Keeping client due diligence up to date and compliant

• Attending to and completion of Tasks within their due date

• Signing off Periodic Reviews within 3 months of receipt

General Responsibilities

• Completion of time sheets daily and reaching a monthly utilisation target

• Completing any other duties as may be required from time to time in accordance with the requirements of the role, team and evolving nature of the function

• In all aspects of your role, display and adhere to Oak's vision and values

• Understand and adhere to OTGL Policies and Procedures

KEY COMPETENCIES & SKILLS

• Minimum 5 GCSE's (or equivalent) with English & Mathematics at Grade C or above

• At least 5 years' experience in an administrative role ideally within Fiduciary Services

• Holds a relevant Professional Qualification e.g. STEP, CGI, ACCA

• Good understanding of fiduciary services business including the regulatory requirements

• Good IT skills, including practical experience of Microsoft Outlook, Word and Excel

• Good written and verbal communication skills

• Ability to work accurately with good attention to detail

• A flexible attitude towards work and a willingness to assist other members of the team as required

• Good time management, prioritisation and organisational skills

• Demonstrates drive, ambition & willingness to learn

• A proactive approach to work & the ability to work under own initiative

KEY BUSINESS PARTNERS

• External clients & intermediaries

• Trust & Corporate Directors

• Finance Team

• Compliance Team

• Accounting Team